Why Writing a Video Production RFP Might Be Slowing You Down (And What to Do Instead)

If you're considering a request for proposal RFP to hire a video production partner, you're not alone. It’s a common move—especially in large organizations with formal procurement processes. But here’s the catch: video isn’t a plug-and-play solution. It’s a creative, collaborative process that doesn’t fit neatly inside a checklist.

Trying to gather competitive bids without clearly defined creative direction, constraints, or audience insights can lead to confusion, misaligned expectations, and wasted time on both sides.

Why RFPs Don’t Work for Creative Projects

In the world of product service vendors, RFPs serve a clear purpose. You define the specs, and vendors quote a price. Easy. But creative work doesn’t operate that way.

Producing a high quality video isn’t just about hiring a crew with gear. It requires strategy, storytelling, and a deep understanding of your brand, your business goals, and—most importantly—your audience. Without that shared understanding, vendors are forced to make assumptions, and you end up reviewing wildly different proposals that can’t be fairly compared.

It’s like asking five architects to design your dream house without telling them how many people live there or where you want the front door.

The Better Approach: A Clear, Concise Project Brief

Instead of issuing a request for proposals, consider writing a focused project brief. It doesn’t need to follow a formal template, but it should include key information that helps your video partner understand the big picture:

• Background: Why is this project happening now?
• Target audience: Who needs to see this, and what matters to them?
• Distribution plan: Will this be used online, at events, on social media, or all of the above?
• Goals: What specific outcomes are you hoping to achieve?
• Constraints: Think timeline, stakeholder input, legal reviews, or incomplete assets.
• Budget: A realistic range allows for smarter recommendations and saves time on both sides.
• Timeline: Are there immovable dates or is there flexibility?
• Brand tone: What perception are you aiming to create?

Sharing this level of detail upfront allows the right production company to craft a thoughtful, tailored approach.

You Don’t Need a Bid. You Need a Partner.

Once your brief is ready, start researching companies. Review their work. Look for alignment in tone, quality, and strategic thinking. Reach out and ask: “Does this project feel like a fit for your team?”

Strong partners will respond with curiosity. They’ll ask insightful questions and walk you through their process—from discovery to post production—to ensure the final piece meets your expectations and engages your audience.

You’re Not Buying a Video. You’re Building One.

That’s the core difference. Great video production is custom. It’s designed with intention, for a specific purpose, and for a particular audience.

So rather than writing a rigid request for proposal RFP, start a conversation. A short call with the right partner will take you farther than any spreadsheet.

And if you're looking for a team who’s been through this process hundreds of times, who knows how to turn briefs into results—we should talk.